Portland Japanese Garden – a 501(c)(3) non-profit in Portland, Oregon – is hiring for a full-time Event Planner. The Event Planner is a hands-on manager of the Events team and manages all aspects of the Events department. This includes being the project manager for events to keep each event on theme, on time, and on budget; collaborating with the event owner to bring the event vision to life; and coordinating organization resources (time, space, personnel) to accommodate the ~300 events we produce annually.
This position reports to the Chief External Affairs Officer and will work from the primary Garden campus, located at 611 SW Kingston Avenue.
Primary Duties
PLAN EVENTS
- Work with Event owner to map out dates, event theme, and needs
- Initiate and run kickoff meeting if involving multiple departments
- Manage and maintain Master Calendar of all organization events, on or off site
COORDINATE EVENT LOGISTICS
- Manage and coordinate all use of spaces on Garden campus for ~300 events
- Manage, coordinate, and maintain all physical resources needed for events (e.g., A/V, tables/chairs, pedestals)
- Plan and coordinate logistics with all external parties (e.g., caterers, rentals, entertainment, décor)
- Coordinate event help with internal departments (e.g., Visitor Relations, Facilities, Volunteers, Development)
- Oversee and participate in staging and striking for each event
- Work with Event Owner to manage event budget and approve all Events-related invoices
- Manage Parking for after-hours events
- Develop, communicate, and execute event contingency planning for extraordinary circumstances (e.g., extreme heat, smoke days, inclement weather, COVID Outbreak)
TICKETING OVERSIGHT
- Have fundamental understanding of how ticketing software works (via Tessitura/TNEW)
- Manage team of two Ticketing Specialists
- Work with Event Owner and Marketing team for pre-event communication
- Customer service oversight with Ticketing Specialists
MANAGE DEPARTMENT
- Schedule team to ensure 7 day/week coverage
- Oversee budget for maintaining physical resources
- Communicate after-hour event staffing needs to the relevant departments so they can incorporate into their staffing & budgeting process
- Manage and maintain PJG’s events assets & supplies (e.g., furniture, microphones, custom linens); coordinate and collaborate with facilities and IT to share or duplicate as needed
- Create a preferred list of vendors, and collaborate with Development department to optimize corporate in-kind giving
- Assess software and physical asset needs to create greater efficiencies
- Keep organization informed monthly of Master Calendar, of upcoming events, and of department responsibilities (e.g., AV help, supply ordering)
Other Responsibilities
- Familiarize oneself with the organization and the Employee Handbook
- Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication
- Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
- Maintain a high level of professionalism in manner and appearance
- Adhere to Garden Dress Code (business casual)
Qualifications
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.
- Minimum 3 years of management experience in the events field or similar
- Minimum of 5 years of direct events experience
- Strong organizational, problem-solving, and analytical skills
- Positive, cooperative, team-oriented attitude
- Accurate, detail-oriented, excellent time management skills
- Ability to manage and motivate staff, and remain calm in a fast-paced environment
- Proficient in Microsoft Outlook, Word, Excel, and PowerPoint
- Proficient in Tessitura Events Module, or gain this knowledge in first 90 days
- Current Oregon Driver’s license and ability to drive company vehicles (van, truck, etc.)
- Current Alcohol Service Permit (may be obtained once in the position)
Special Requirements
- Schedule flexibility is required with availability days, evenings, and weekends as needed, including occasional overtime
- Ability to repeatedly lift up to 50lbs., maneuver heavy display items, climb ladders
- High energy, with the stamina to weather occasional long days as needed
- Must be able to work in all types of weather conditions
- Wage: $59,000 – $69,000 per year, depending on experience
- This is a full-time, salaried position with approximately 40-45 hours per week. Workdays are typically Monday-Friday, but must be flexible to work events on evenings and weekends.
- Benefits:
- health, dental, and vision insurance (premium 100% covered for employees)
- 401k plan (after 6 months, with 4% employer match after 1 year)
- up to 8 weeks of paid family and medical leave
- flexible spending accounts for medical and dependent care expenses
- paid vacation, sick, and holiday time
- free access to the Employee Assistance Program (EAP)
To apply, please submit a resume, cover letter, and three work-related references through our online Career Center https://japanesegarden.org/careers/
Incomplete applications will not be considered. Please no phone calls or hand delivered applications.
COVID-19 Vaccination Policy: For the safety of our staff, volunteers, and guests, Portland Japanese Garden requires all staff and volunteers to be vaccinated against the COVID-19 virus, including the booster. Candidates must be fully vaccinated by their hire date and must provide proof of vaccination upon hire.